Guide
Job Application Email: How to Send Your Resume
Put the job title and your name in the subject line, write three short paragraphs (the role, why you fit, a clear next step) and attach your resume as a PDF named with your name. Templates for the application, follow-up, thank-you and rejection reply are below.
Subject Application: Product Designer – Priya Shah
Dear Ms. Chen,
I'm applying for the Product Designer role posted on your careers page. I led the checkout redesign at Lumen and ran its usability testing program.
Could we find 20 minutes to talk about the role?
Best regards,
Priya Shah · +1 555 0134
Priya-Shah-Resume.pdf · 182 KB
Writing
What to say when sending a resume
The email is your cover note. A recruiter should be able to tell in ten seconds which job you want and why you're worth a call.
Job application email
Subject: Application: [Job title] – [Your name]
Dear [Hiring manager's name],
I'm applying for the [Job title] role at [Company], which I saw on [where you found it].
In my current role at [Employer], I [specific achievement relevant to the job]. I've also [second relevant skill or result], which matches what you're looking for in [requirement from the job post].
My resume is attached. I'd welcome the chance to talk about how I could help [team or goal].
Best regards,
[Your name]
[Phone] · [LinkedIn URL]Referral application email
Subject: Referred by [Referrer's name]: [Job title] application
Hi [Hiring manager's name],
[Referrer's name] on your [team] suggested I reach out about the [Job title] role.
[One sentence on what you do now and a result that matters for this job.]
I've attached my resume and would be glad to talk whenever suits you.
Thank you,
[Your name]
[Phone] · [LinkedIn URL]Sending
How to send your resume via email
Follow the job post's instructions first: if it asks for a reference number, a portal or a Word file, do exactly that. Otherwise, these defaults work everywhere.
Subject line formulas
| Situation | Formula | Example |
|---|---|---|
| Standard application | Application: [Job title] – [Your name] | Application: Product Designer – Priya Shah |
| Job ID requested | [Job title], Ref [ID] – [Your name] | Product Designer, Ref PD-2291 – Priya Shah |
| Referral | Referred by [Name]: [Job title] application | Referred by Tom Reyes: Product Designer application |
| No open role | [Your role] interested in [Team] at [Company] | Product designer interested in design at Northwind |
| Follow-up | Following up: [Job title] application – [Your name] | Following up: Product Designer application – Priya Shah |
| Thank-you | Thank you – [Job title] interview | Thank you – Product Designer interview |
| Reply to rejection | Reply in the same thread | Re: Your application to Northwind |
Attachments and file names
- Send a PDF so your layout looks the same on every device, unless the post asks for Word.
- Name files so they're easy to find:
Priya-Shah-Resume.pdf,Priya-Shah-Cover-Letter.pdf. Neverresume_final_v3.pdf. - Keep files small. Personal Gmail accounts allow 25 MB of attachments and swap anything larger for a Drive link.
- Never send a blank email with only an attachment; the body is your cover note.
- Send a test to yourself first and open the attachment on your phone.
Use a professional email address
| Address | How it reads |
|---|---|
| skaterboi_2009@… | Unprofessional; easy to ignore. |
| [email protected] | Clear and neutral. A good default. |
| [email protected] | Fine when your name alone is taken. |
| [email protected] | Strongest: your own domain looks established. |
| [email protected] | Avoid: your employer can see it and you lose it when you leave. |
Want an address on your own domain?
Follow-up
How to follow up on a job application
These timings are common advice, not rules. If the recruiter gave you a date, wait until it passes.
Step 1
Apply
Send your application and note the date and contact name.
Step 2
About 1 week
No reply? One short follow-up in the same thread.
Step 3
About 2 weeks
One final nudge, then put your energy elsewhere.
Step 4
After an interview
Send a thank-you within a day.
Step 5
Decision
Reply to an offer or a rejection graciously.
Resume follow-up email
Subject: Following up: [Job title] application – [Your name]
Hi [Name],
I applied for the [Job title] role on [date] and wanted to check whether you need anything else from me.
I'm still very interested, especially in [something specific about the team or product].
Thank you,
[Your name]Thank-you email after an interview
Subject: Thank you – [Job title] interview
Hi [Interviewer's name],
Thank you for taking the time to talk with me today about the [Job title] role. I enjoyed hearing about [specific topic you discussed].
Our conversation made me even more excited about [how you'd contribute]. Please let me know if I can send anything else.
Best regards,
[Your name]Rejection
How to respond to a job rejection email
A short, gracious reply costs two minutes and keeps you on the shortlist for the next opening. Reply in the same thread within a day or two.
Reply to a job rejection
Hi [Name],
Thank you for letting me know, and for the time you and the team spent with me. I enjoyed learning about [team or project].
If you have a moment, I'd value any feedback on how I could have been a stronger candidate.
I'd love to be considered for future roles at [Company]. All the best,
[Your name]- Keep it to three or four sentences. Don't argue with the decision or ask them to reconsider.
- Ask for feedback once. Many companies can't share it, so don't chase.
- Connect with the recruiter on LinkedIn if you got on well.
- Polish the details: the right email salutation, a fitting sign-off and a clean signature from the email signature generator.
Sources: Gmail Help, attachment size limits.
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Or see pricing →Frequently asked questions
What should I write in an email when sending my resume?
Three short paragraphs: the job you're applying for and where you saw it, two specific reasons you're a good fit, and a request for a conversation. Then your signature with a phone number and LinkedIn, and your resume attached as a PDF.
How do I send my resume via email?
Write a subject line with the job title and your name, address the hiring manager by name, keep the email body short, attach your resume as a PDF named First-Last-Resume.pdf, and send a test to yourself first to check it opens.
Should I send my resume as a PDF or a Word file?
PDF, unless the job post asks for Word. A PDF keeps your layout the same on every device; a Word file can reflow or show your edits.
How long should I wait before following up on a job application?
Common advice is about a week after applying, or a day or two after any deadline they gave you. Send one polite follow-up in the same thread, and at most one more a week or so later.
How do I respond to a job rejection email?
Reply within a day or two. Thank them for their time, say you enjoyed learning about the team, and ask to be considered for future roles. Asking for brief feedback is fine; arguing with the decision isn't.
What is a professional email address for a resume?
Your name and nothing else, such as [email protected], or an address on your own domain like [email protected]. Avoid nicknames, birth years and your current employer's address.